AESOP-Employee Frequently Asked Questions

AESOP: Employee Frequently Asked Questions

1. How do I interact with Aesop? 2. What is my Login ID and/or Pin number Information? 3. What is Aesop's Substitute Calling Timelines? 4. When will Aesop stop calling for a substitute? 5. How far in advance can I create an absence? 6. How do I get help with Aesop if I have questions? 7. If I call in my absence, how will I know who my sub is if I do not use the internet? 8. How do I create a basic absence? 9. How long do I have to enter in an absence? 10. How do I edit or cancel an absence? 11. How do I create an absence with multiple days with different absence reasons? (Advanced

Absence)

12. Can a substitute only take one day of a multiple day absence? 13. How do I create and manage my preferred subs list? 14. Why didn't my preferred substitute get the job?

1. How do I interact with Aesop?

You can interact with Aesop on the internet at . Here, you will be able to enter absences, see leave balances, check your absence schedule, update personal information, and access other features such as uploading your lesson plans for substitutes to view online.

The Aesop service will be available to you 24 hours a day, 7 days a week and can be accessed via internet and phone.

You can call Aesop toll free at 1-800-942-3767. Simply follow the voice menu to enter and manage absences and access other features. We recommend that you call in to check the computer recording of their name and title. To do this, press option # 5 and follow the prompts.

Important Notes: When entering an absence, please wait until you receive a confirmation number before you terminate the phone call or close your internet browser window. The transaction is not complete until you receive a confirmation number.

2. What is my Login ID and/or Pin number Information?

Your Login ID is your 10 digit phone number. Pin number is system generated.

Your Login ID and/or PIN number was sent to your email from Aesop when you initially got hired in your position. If you forgot your login ID and/or PIN number click on "I forgot my ID or username" and/or "I forgot my PIN or password" so Aesop can email it to you.

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3. What is Aesop's Substitute Calling Timelines?

Aesop Call Times

o Morning call times are 5:30 a.m. to 11:30 a.m. o Night call times are from 5:00 p.m. until 9:00 p.m.

A substitute will be called up to 2 days in advance for a job. For example, if a job is scheduled for Thursday, Aesop will start calling on Tuesday night at the earliest to fill the job.

If the absence needs to be filled within 12 hours, then Aesop opens the job up to all qualified and available subs.

If a substitute is only on the district list, they will not be able to see the job until 10% of the time has elapsed from when the absence was entered and when the absence starts. The furthest out a substitute on the district list can see a job is 60 days.

If a substitute is on the school preference list or an employee preference list, they will see the job right away when it is entered if it is within 120 days of starting.

Aesop is not going to show any jobs online that are further than 120 days in advance.

4. When will Aesop stop calling for a substitute?

Aesop will stop trying to fill all absences 1 hour before the start of the absence. This time is all relative to the start of the actual absence.

o Certificated Employees: Your start times are specific to your school's settings start times.

o Classified Employees: If you create an absence that starts at 9:00 a.m., Aesop will stop trying to fill that absence at 8:00 a.m. since the fulfillment cutoff is 1 hour before the start of the absence. This time is relative to the start of the actual absence.

Exceptions to this rule:

o Aesop will stop calling altogether at 11:30 a.m. for ALL jobs.

5. How far in advance can I create an absence?

An absence can be created online up to a year in advance.

An absence can be created over the phone up to a month in advance.

6. How do I get help with Aesop if I have questions?

When you login to Aesop, you can access Frontline Support tab to the upper right side of the screen for assistance. Aesop has a wonderful resources center with several training videos available. Our Human Resources Department can also be reached at (619) 445-0802 with questions as well from 8:00 a.m. to 4:00 p.m., Monday thru Friday.

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7. If I call in my absence, how will I know who my sub is if I do not use the internet?

If you call Aesop, you will choose option #3. This will review your absences for the next 30 days. It will provide you all of the absence details including if the absence was filled by a substitute, and the name of the substitute.

8. How do I create a basic absence?

You can create an absence directly from your home page under the "Create Absence" tab.

Select the date (or dates) from the calendar, enter the absence details (based on permissions, this includes an absence reason, timeframe, and operational details), and click Create Absence to complete the process. For more information, login to Aesop and click on Frontline Support > Employee Help > Adding and Managing Absences > Creating a Basic Absence.

Important Notes: When entering an absence, please wait until you receive a confirmation number before you close your internet browser window. The transaction is not complete until you receive a confirmation number.

9. How long do I have to enter in an absence? You have 48 hours to enter an absence from the absence start time.

After 48 hours, you will not be able to enter your absence into the system. Unfortunately, the system does not have the capability to allow employees the option to enter absences after 48 hours from the start time of the absence. If you need an absence entered, please contact your site or the Human Resources Department for assistance.

10. How do I edit or cancel an absence?

You have the ability to edit and cancel UNFILLED absences only. After a sub has been assigned to the absence, please contact your site or the Human Resources Department for assistance.

Go to your "Schedule Absences" tab, click View Details, and click Edit Absence in the upper left. You will also see a red "Delete" button in the upper right if the absence is UNFILLED. For more information, login to Aesop and click on Frontline Support > Employee Help > Adding and Managing Absences > Editing Absence Details.

11. How do I create an absence with multiple days with different absence reasons? (Advanced Absence)

In the "Create Absence" tab on the home page, click the Advanced Mode button.

While in Advanced Mode, fill out the top section like you were creating an absence just for the first day. Once you are done, click the button + Add New Variation.

This will expand the absence creation area with a new section called "Variation #2". In this new area, you can enter the information for the second day of the absence. This allows you to use one

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absence reason for the first day and a completely different absence reason for the second day within the same confirmation number.

The reason for creating an advanced absence is to try and get the same sub for all the days within that confirmation number.

12. Can a substitute only take one day of a multiple day absence?

Unfortunately, no substitute can break apart an absence if they are available for some days and not for others. If a substitute is only available for some of the days, they would need to contact the Human Resources Department to "SPLIT" the absence so we can fill those days the substitute is NOT available with a different substitute.

Our goal is to try and assign the same substitute for an absence with consecutive days.

13. How do I create and manage my preferred subs list?

Select the Account option on your homepage and click the Preferred Substitutes tab. From here, you can click Add Substitute(s) to add an additional user to your list. This opens the substitute selection page where you can search for and locate the substitute. Once located, click the checkbox beside the user's name and click Add to Preferred Substitutes to complete the process.

You can also select a preferred sub from your created list and click Remove Selected Substitute(s) to remove them. To learn more about this process and how to create your top five favorite subs, login to Aesop and click on Frontline Support > Employee Help > Feedback and Preferred Subs > Managing Your Favorite Five Substitutes.

14. Why didn't my preferred substitute get the job?

Preference lists are one of a variety of factors that come into play when substitutes are offered assignments. A preferred substitutes list provides the best chance at selecting your favorite substitutes, but the list does not serve as a guarantee. Even if you already made arrangements with a qualified and available sub to fill in for you, we recommend you ask your site or the Human Resources Department to assign the substitute to the job. This serves as a best practice for job assignments.

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